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Successfully Administering the Project ​

It is the responsibility of the PI/PD to monitor account activity regularly and to work with ORSP to resolve any errors or omissions. It is the PI’s responsibility to ensure that financial transactions are timely and accurate and to maintain detailed financial records of all such transactions (i.e., receipts, invoices, purchase orders, etc.), supporting documentation. 

Hiring Grant-supported Personnel ​

All University Human Resources policies and procedures must be followed when hiring grant supported personnel. If your sponsored project budget includes personnel who will be supported by the grant, you should contact HR as soon as possible to obtain guidance.

 

Hiring Full-Time Employees (100% Grant-Supported)

To hire a full-time employee on a sponsored project, the PI/PD should consult with ORSP Post-Award Administrator and the HR office to be advised on hiring policies and procedures. 

Faculty contracts

 Pertaining to grant funds, Faculty contracts for overload or summer salary will be generated per the terms in the approved grant budget. Contracts will be issued against the grant cost center via request from the faculty member or directly from ORSP, utilizing the electronic  Non-Teaching Contract Form. Requests submitted via email will not be addressed. 

Hiring Form & Tuition Waivers

This electronic form is used for hiring all part-time grant-funded employees:

  • Kean students
  • Non-Kean Students (Academic Specialists) 
  • Graduate Students (Academic Specialists NOT GA or GAA)

Form LINK

Tuition Waiver Form

The tuition waiver form is for  Undergraduates, GAAs & GRAs funded by external grants. Please ensure that all fields are completed accurately to avoid delays in processing. Requests should be made through this form as soon as possible.

The best time to make the request is two weeks before the beginning of each semester. 

Academic Specialists 

See the Office of Human Resources website for the most current Hiring Policies and procedures and application forms for Academic Specialists.

ALL Academic Specialist Documents below should be completed with the appropriate approvals before beginning the electronic form above.

Collect the following documents and upload them as a single file. 

Note: Rehiring the same Academic Specialist, ONLY submit the contract

Onboarding Undergraduate Student Researchers

Undergraduate Student Research Assistants are paid through payroll. The student will receive a W-2 for tax reporting purposes. The Project Director/Principal Investigator has the responsibility of ensuring that all paperwork required to process the stipend payment is completed properly and receives all the needed approvals via the electronic External Grant Funded Part-time Hiring Form​ above.

All completed contracts are auto-submitted to ORSP for approval and auto-submitted to Payroll/Human Resources.

Scholarship/Tuition Payment Process

It is the responsibility of the Project Director/Principal Investigator to submit via the tuition waiver form above. NOTE: Students may not receive any stipend or scholarship payment through accounts payable. All student stipend or scholarship payments must be made through the electronic forms, which are routed through ORSP, then to Financial Aid & Student Accounting. ​